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CMMS Guide · MU-TLN-001

CMMS Task List Numbering

The numbering standard that keeps task lists findable, groupable and reportable across the whole CMMS.

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Purpose

Task lists multiply fast. Without a numbering standard, planners can't find the right one, reliability engineers can't group them for review, and reports show hundreds of near-duplicate entries. This standard defines a stable, sortable number that carries meaning at a glance.

Scope

  • All task lists (equipment, general, functional location)
  • All revisions and successor task lists
  • Applies across every CMMS in the group

Key Terms

TermMeaning
Task List GroupThe high-level category — usually the Object Type family.
Group CounterThe sequential number inside the group.
RevisionA dated variant of the same task list, kept for traceability.

Sections

  1. 01

    Number format

    Intent

    Encode meaning into the identifier so it sorts and filters correctly.

    Actions
    • Pattern: TTT-NNN-RR (Type – Number – Revision), e.g. PUM-014-02.
    • TTT: 3-letter Object Type prefix (drawn from the approved catalogue).
    • NNN: 3-digit zero-padded sequence within the type (001–999).
    • RR: 2-digit revision (00 = first release).
    What Good Looks Like
    • Reserve the first 20 numbers of each prefix for core task lists to keep sort order clean.
    • Audit orphan and duplicate task list numbers quarterly.
    What Bad Looks Like
    • Free-form numbers like 'PUMP-BLR-2' — impossible to sort or roll up.
    • Reusing retired numbers — reporting counts historical and current work together and misleads.
    • Skipping revision numbers because 'it's a small change' — auditors flag every one.
  2. 02

    Type prefixes

    Intent

    Fix a small, controlled list of prefixes so numbers stay portable.

    Actions
    • Examples: PUM (Pump), MTR (Motor), CVR (Conveyor), GRB (Gearbox), VLV (Valve), TNK (Tank).
    • New prefixes are proposed via data change request and approved by the Data Steward.
    • A prefix is never reused for a different type once retired.
    What Good Looks Like
    • Reserve the first 20 numbers of each prefix for core task lists to keep sort order clean.
    • Audit orphan and duplicate task list numbers quarterly.
    What Bad Looks Like
    • Free-form numbers like 'PUMP-BLR-2' — impossible to sort or roll up.
    • Reusing retired numbers — reporting counts historical and current work together and misleads.
    • Skipping revision numbers because 'it's a small change' — auditors flag every one.
  3. 03

    Revision handling

    Intent

    Preserve history while making the current version obvious.

    Actions
    • Increment RR when the work content changes — new step, changed material, revised duration.
    • Old revisions are archived, not deleted; existing PM plans stay linked to their historical revision until re-approved.
    • A revision log lives on the task list header: date, author, change summary, approval.
    What Good Looks Like
    • Publish the prefix catalogue and current highest counter on the CMMS intranet page.
    What Bad Looks Like
    • Reusing retired numbers — reporting counts historical and current work together and misleads.
    • Skipping revision numbers because 'it's a small change' — auditors flag every one.
  4. 04

    General / cross-fleet lists

    Intent

    Handle task lists that apply across many asset families.

    Actions
    • Use prefix GEN for cross-fleet standard work (e.g. GEN-004-01 Lockout / Isolation Standard Steps).
    • Reserve GEN-900 to GEN-999 for legal / mandatory statutory task lists.
    What Good Looks Like
    • Reserve the first 20 numbers of each prefix for core task lists to keep sort order clean.
    • Audit orphan and duplicate task list numbers quarterly.
    What Bad Looks Like
    • Free-form numbers like 'PUMP-BLR-2' — impossible to sort or roll up.
    • Reusing retired numbers — reporting counts historical and current work together and misleads.

Best Practices

  • Reserve the first 20 numbers of each prefix for core task lists to keep sort order clean.
  • Publish the prefix catalogue and current highest counter on the CMMS intranet page.
  • Audit orphan and duplicate task list numbers quarterly.

Common Pitfalls

  • Free-form numbers like 'PUMP-BLR-2' — impossible to sort or roll up.
  • Reusing retired numbers — reporting counts historical and current work together and misleads.
  • Skipping revision numbers because 'it's a small change' — auditors flag every one.
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Object Type Component Naming Rules
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Task List Naming Convention